service indicators table of contents

Service Indicators 06/16/21

University of Wisconsin–Madison Page i

Service Indicators Table of Contents

SERVICE INDICATORS OVERVIEW ..................................................................................................................... 1 Course Materials Overview ............................................................................................................................ 1 What is a Service Indicator? ........................................................................................................................... 1 How Do Students View Service Indicators? .................................................................................................. 2

SERVICE INDICATOR PAGES .............................................................................................................................. 3 Manage Service Indicators Page .................................................................................................................... 3 Service Indicator Page (Add / Edit / View) .................................................................................................... 4 Service Indicator Page Field Descriptions (Add / Edit / View) ...................................................................... 5

ADDING A SERVICE INDICATOR ......................................................................................................................... 8

CHANGING A SERVICE INDICATOR .................................................................................................................... 9

DELETING A SERVICE INDICATOR ................................................................................................................... 10

VIEWING SERVICE INDICATORS ...................................................................................................................... 11

REPORTS ........................................................................................................................................................... 13


Page ii University of Wisconsin–Madison

Notes:


University of Wisconsin–Madison Page 1 Service Indicators Overview

Service Indicators Overview Course Materials Overview This manual covers how to do the following with service indicator information: • Add • Change / Edit • Delete / Release • View

What is a Service Indicator? Service Indicators are used in a variety of ways to designate certain services or data for a student. Most generally, service indicators are used to prevent enrollment and access to student records. There are two types of Service Indicators:

Positive Service

Indicator

Positive service indicators have no impact on the student. A positive service indicator is mainly used for administrative tracking purposes. Examples of Positive Service Indicators: • Eligibility for certain Financial Aid programs • Veterans Benefits • International Student Services • Computerized Records Tip: When you see this icon, ,select it to view the summary of positive

service indicators.

Negative Service

Indicator

Negative service indicators (also called ‘holds’) have a negative impact on the student. Negative service indicators prevent students from services such as enrolling in classes and receiving student records. Examples of Negative Service Indicators: • Student Must Meet with their Advisor • Unpaid Tuition • Fee Holds (e.g. Library, Residence Halls, SHIP) • Default on Student Loan Tip: When you see the negative service indicator icon, ,

select it to view the summary of negative service indicators.


Page 2 University of Wisconsin–Madison Service Indicators Overview

How Do Students View Service Indicators? Students can view service indicators (‘Holds’) that prevent enrollment through MyUW in their Student Center under ‘Tasks’. When students receive their enrollment invitation, they are directed to their Student Center to view any holds that may prevent enrollment.

Note: Instructions on ‘Fines and Holds’ and where to clear them can be found in the

‘Academic & Student Records’ section of this website: https://registrar.wisc.edu/

https://registrar.wisc.edu/holds/

https://registrar.wisc.edu/


University of Wisconsin–Madison Page 3 Service Indicator Pages

Service Indicator Pages The Manage Service Indicator page provides you the opportunity to view a summary of service indicators on a student’s record. From the Manage Service Indicators page you can view more details, add a service indicator, edit a service indicator, and change your display filter effect.

Manage Service Indicators Page Navigate to: Student Records WorkCenter, Manage Service Indicators -or- >Campus Community >Service Indicators >Person >Manage Service Indicators

Warning: If End Term and/or End Date are used, you will continue to see

‘expired’ Service Indicators that no longer impact the student in SIS and the Student Center.

Tip: To change the type of service indicators seen on the Manage Service Indicators page.

1. Select Display: Effect of ‘All’, ‘Negative’, or ‘Positive’. 2. Select Refresh .

Note: You can view all service indicators placed on a student’s record; however, your

security access determines which ones you have the ability to add, edit, and release.


Page 4 University of Wisconsin–Madison Service Indicator Pages

Service Indicator Page (Add / Edit / View) The Service Indicator page can be viewed the following ways: Select Code from the Manage Service Indicators page (edit/view mode). Select Add Service Indicator button on the Manage Service Indicators page (add mode).

Note: The View Service Indicator page displays with grayed out fields indicating

service indicator records you cannot modify.



Service Indicator Page Field Descriptions (Add / Edit / View) The table below describes the fields and buttons found on the Service Indicator page:

Field or Button Description

Institution Name of our institution, UWMSN. • Defaults to ‘UWMSN’ for UW–Madison. • If this field is blank, you must enter UWMSN.

Service Indicator Code

Type of service indicator placed on the student (e.g. adv, feb).

Type in code or select Look up button and select service indicator code. Look Up displays codes you have access to use.

Reason Further explanation of the service indicator. • Type in reason code or select Look up button

and select desired service indicator Reason code. • The Service Indicator Code selected above determines the options

in the Look Up Reason list. • Fee and Advisor service indicators Reason codes identify the

office requesting placement of the service indicator.

Description Additional information usually indicating who to contact and impact on student based on service indicator Reason code. You cannot edit this field; use Comments to make notes for yourself. If the Description needs modifying, contact [email protected].

Effect Impact service indicator has on student, ‘Negative Service Indicator’ or ‘Positive Service Indicator’.

Start Term Term in which the service indicator is activated. • Defaults to blank for enrollment-based service indicators. • If placing a service indicator to prevent enrollment,

enter a Start Term (required). • If Start Term is entered and End Term is left blank, and the

Services Impacted includes enrollment, the student will not be able to add, drop, or swap from the specified Start Term or any future term until the service indicator is Released.

• A four-digit code representing century, year, and semester. Semesters are as follows: Fall=2, Spring=4, Summer=6. e.g. 1202=Fall 2019-2020, 1194=Spring 2018-2019.

• To view term and session begin and end dates as well as deadlines, go here: Student Records WorkCenter, |Dean/Dept Processing|, Session Dates and Deadlines

mailto:[email protected]


Page 6 University of Wisconsin–Madison Service Indicator Pages


End Term If you want to limit the number of terms this service indicator impacts the student, enter an End Term. • Defaults to blank. • Leaving End Term blank will impact the student from the Start

Term through all future terms. • Entering an End Term will only impact the student from the Start

Term through the specified End Term. • If you enter an End Term, you must Release (delete) the service

indicator so it is no longer visible in SIS and the Student Center.

Start Date Date the service indicator will take effect. • Defaults to current date for enrollment based service indicators.

It is recommended that you use the current date. • The Start Date determines when the student will begin to view the

service indicator in MyUW. If a future date is used: • The service indicator will not hold enrollment until that date,

regardless of what you have specified in Start Term. For example, if you place a service indicator with the Start Term as the current term and a future Start Date, nothing will be held for the current term until that Start Date is reached.

End Date If you want to limit the date range this service indicator impacts the student, enter an End Date. The service indicator will be effective through the end date. After that date, the service indicator expires.

• Defaults to blank. • If you enter an End Date, you must Release (delete) the service

indicator so it is no longer visible in SIS and the Student Center.

Department The Department responsible for the service indicator. Fills in automatically after you enter service indicator Reason code.

Reference Optional free-form text field used by a few offices across campus to provide further detail about the service indicator. The student cannot see these comments; only visible to SIS users.

Amount Dollar amount of the fine(s). • Defaults to 0.00. • The dollar amount of zero does not indicate the fee has been paid. • Service indicators of $0.00 will hold services. • If a dollar Amount is entered, the student will see the amount.

Currency Currency in which the fee amount should be paid. Defaults to ‘USD’ for US Dollar.




Contact ID Contact Person

Optional clarification on person (e.g., an advisor) or office the student needs to contact to clear the service indicator. • If desired, enter a Contact ID or use the Look up . The name

associated with the ID will display in the Contact Person field. • If the contact person does not have an ID, manually enter the

person’s name or office name in the Contact Person field following the standard name format of ‘Last,First’ (no space).

• If you enter a Contact, the student will see this detail.

Placed Person ID Placed By

Person who placed the service indicator. • Defaults to your ID and Name. • A different Placed Person ID can be entered using the Look up.

Placed Method (View/Edit page)

How the service indicator was placed on this record: ‘Manual’ or batch ‘Process’.

Placed Process (View/Edit page)

If the Placed Method = ‘Process’, the name of the process that placed this service indicator displays.

Release Process (View/Edit page)

UW–Madison does not use this field.

Comments An optional memo field available for further explanation. The student cannot see these comments; only visible to SIS users.

Services Impacted List of services that this service indicator impacts, including enrollment, transcript, etc. The checked Basis-Date determines that a Start Date is required and a checked Basis-Term determines that a Start Term is required.

Service Indicator Date Time

Date and time the service indicator was entered.

User ID The User ID and name of the person who last updated this service indicator.

[Release] (delete) (Edit page)

Select [Release] to delete the service indicator (and [OK]). Note: The Release button only displays if you have security to

remove that service indicator and you are in Edit mode.

[OK] (save & close)

Select [OK] to save this record and close the page.

[Cancel] Select [Cancel] to cancel any changes you made to this record or close the page without saving.

[Apply] (save & stay)

Select [Apply] to Save changes you made and stay on this record.


Page 8 University of Wisconsin–Madison Adding a Service Indicator

Adding a Service Indicator To add a service indicator to a student’s record, follow the steps below:

Step Action Result

1. From Home, select: Student Records WorkCenter Manage Service Indicators

The Find page displays. Tip: Menu Navigation: >Campus Community

>Service Indicators >Person >Manage Service Indicators

2. Use the Find page to locate the student’s record.

A summary of the student’s service indicators displays on the Manage Service Indicators page.

3. Verify the service indicator is not already in place.

4. Select Add Service Indicator at either top or bottom of page.

The Add Service Indicator page displays.

5. Complete all the fields as advised here: Service Indicator Page Field Definitions a) Verify Institution = UWMSN. b) Enter Service Indicator Code. c) Enter Reason. d) Enter Start Term. e) Enter/verify today’s date in Start Date. f) If desired, complete any optional fields.

6. Select [OK] to save.

Notes: • Your security determines which service indicator(s) you can add. • If Start Term is entered and End Term is left blank, and the Services Impacted include

enrollment, the student will not be able to add, drop, or swap from the specified Start Term or any future term until the service indicator is released.

• A service indicator that prevents enrollment requires a Start Term; also enter a current or future Start Date. This date determines when a student can view their hold in MyUW.

• If you want the service indicator to only be in affect for one term, enter the same term number in Start Term and End Term. You can also specify an End Date.

• The name of the advisor can be specified in the Contact ID field. • A department should avoid placing multiple FEB service indicators.

If a student has more than one fine for the same department, the total can be specified in the Amount field and/or details can be typed in the Comments field.

• To mass assign service indicators (>50), contact [email protected].

b.

a

c.

d.

e.

mailto:[email protected]


University of Wisconsin–Madison Page 9 Changing a Service Indicator

Changing a Service Indicator

You will most likely only change a service indicator if you are fixing a mistake; otherwise, it is recommended that you ‘Release’ a service indicator to delete it,

and Add a service indicator to create a new one. To change an existing service indicator on a student’s record, follow the steps below:

Step Action Result


The Find page displays. Tip: Menu Navigation: >Campus Community >Service Indicators >Person >Manage Service Indicators



3. Find the specific service indicator you wish to change and select its Code link.

The Edit Service Indicator page displays.

4. Change Start Date to current date.

Start Date is updated.

5. Change the appropriate field(s) as advised in the “Service Indicator Page Field Definitions” section.

Fields are updated.

6. Select [OK] to save. The Manage Service Indicators page displays. Notes: Your security determines which service indicator(s) you can change. When you change a student’s service indicator information, any evidence of the

previous service indicator information is removed from the system; however, behind the scenes, an audit record changes.


Page 10 University of Wisconsin–Madison Deleting a Service Indicator

Deleting a Service Indicator To delete a service indicator from a student’s record, follow the steps below:

Step Action Result


The Find page displays. Tip: Menu Navigation: >Campus Community >Service Indicators >Person >Manage Service Indicators



3. Find the specific service indicator you wish to delete and select its Code link.

The Edit Service Indicator page displays.

4. Select [Release] button

to delete the service indicator. The message, “Are you sure you want to release this service indicator” displays. Tip: If you have made a mistake and do not

want to delete this item, select [Cancel].

5. Select [OK] to the release message if you want to delete the service indicator.

The service indicator is permanently removed and the Manage Service Indicators page displays.

Notes: Your security determines which service indicator(s) you can delete. It is important to release a service indicator when the student has cleared it or when

the service indicator has expired. Once released, the student will no longer see the service indicator in their Student Center nor will it impact them.


University of Wisconsin–Madison Page 11 Viewing Service Indicators

Viewing Service Indicators You can view service indicators two ways: 1) Navigate to the Manage Service Indicators page 2) when visible, select a positive or negative service indicator icon (,) on student pages. To view service indicators, follow the steps below:

Step Action Result

1. Depending on your location, follow the steps below to view service indicators:

If using: Then follow these steps:

Manage Service Indicators page

a) From Home, select: Student Records WorkCenter Manage Service Indicators Tip: Menu Navigation: >Campus Community >Service Indicators >Person >Manage Service Indicators.

b) Use the Find page to locate the student’s record.

any student record page

a) Find a student page that displays a service indicator icon (,). Note: These icons do not display on the Manage Service Indicators page.

b) Select positive , or negative service indicator icon.

Result: If you used , icons, the Mange Service Indicators page displays with the Display Effect filtered by ‘Negative’ or ‘Positive’ based on the selected icon. Otherwise, the Display is ‘All’. To change, select Effect & select Refresh

Note: Some service indicators may be ‘expired’ based on End Term and End Date.


Page 12 University of Wisconsin–Madison Viewing Service Indicators

Step Action Result

2. Select Code link for the service indicator you want to view more detail.

The View or Edit Service Indicator page displays based on your service indicator security. Note: The Services Impacted area of this page

shows services that can be impacted, including enrollment, records, etc.

3. When done, select [Cancel]. The Manage Service Indicators page displays.

4. If [Cancel] button displays, select. You will return to the page you were on.


University of Wisconsin–Madison Page 13 Reports

Reports 1. Use SIS: Student Records WorkCenter, |Dean/Dept Processing|, Data Center -or- >Reporting Tools >Data Center |Students| to get a quick ‘common negative service indicator’ report or the report shows service indicators on the last tab, last column.

2. Find Links to Student reports here: https://search.data.wisc.edu/radar.php Additional access may need to be requested using RADAR’s ‘Request Access’

3. Tableau/Data Visualization: https://dataviz.wisc.edu 4. General Reporting Resources:

https://registrar.wisc.edu/datareports/ https://data.wisc.edu/

https://search.data.wisc.edu/radar.php

https://dataviz.wisc.edu/

https://registrar.wisc.edu/datareports/

https://data.wisc.edu/

service indicators table of contents

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